An honest comparison. We tell you where When I Work is better, where Staffapp wins, and how to decide for your team.
| Feature | Staffapp.ai | When I Work |
|---|---|---|
| Employee Scheduling | Weekly grid, templates, drag-and-drop | Shift builder, auto-scheduling, templates |
| GPS Clock-in | ✓Every plan — GPS verified | Basic GPS on paid plans |
| Geofencing | ✓Per-worksite, custom radius | Limited |
| Timesheets & Approval | Automatic from clock events | Automatic from clock events |
| Payroll | ✓Native payroll records from approved hours | No native payroll (integrations only) |
| Late / No-Show Alerts | ✓15 min late, 45 min no-show — automatic | Basic notifications |
| Shift Swaps | Built-in marketplace + approval | Shift trading with approval |
| Time Off Management | All plans | Available on paid plans |
| Labor Cost Tracking | ✓Growth plan | Limited labor forecasting |
| Team Messaging | Not yet | ✓Built-in messaging |
| Spanish Language | ✓Full EN/ES support | English only |
| Multi-Location | Growth plan | Available on paid plans |
| Roles & Permissions | ✓5 roles + per-user overrides | Manager and employee roles |
| Mobile App | Browser-based (works on any phone) | ✓Native iOS and Android app |
| Plan | Staffapp.ai | When I Work |
|---|---|---|
| Free | 14-day free trial | No free plan |
| Entry Plan | $79/mo — up to 10 employees, all core features | $2.50/user/mo — basic scheduling |
| Full Plan | $199/mo — up to 30 employees, payroll + geofencing | $6/user/mo — scheduling + time clock |
| Payroll | Included (records, not processing) | Not available (third-party integrations) |
Pricing as of March 2026. When I Work charges per user; Staffapp charges per organization.
When I Work offers basic GPS tracking on clock-in, but its geofencing capabilities are limited compared to Staffapp.ai, which includes per-worksite geofence configuration with custom radius and accuracy thresholds on the Growth plan.
When I Work does not include native payroll. It integrates with third-party payroll providers like Gusto and ADP. Staffapp.ai generates payroll records from approved timesheets natively — gross pay, deductions, and net pay calculated automatically.
When I Work starts at $2.50 per user per month for basic scheduling. For a team of 20, that is $50 per month. Staffapp starts at $79 per month for up to 10 employees with all core features included. For larger teams needing GPS, payroll, and labor cost tracking, Staffapp’s Growth plan at $199 per month for up to 30 employees is competitive.
Yes. Staffapp.ai has full English and Spanish support across the entire platform. When I Work is English-only.
Build and publish team schedules in minutes.
GPS-verified clock-in with geofencing.
Automatic timesheets from clock events.
From approved hours to payroll records.
Late, no-show, and missed clock-out alerts.
Another popular alternative compared.
Free 14-day trial. No credit card. Takes 5 minutes to set up.